Administrative Assistant to VP Clinical Services & Chief Nursing Officer

Make a difference in a growing, innovative mental health organization and centre of excellence in people-centered care. Work with supportive colleagues who are passionate about improving lives and champions for quality and continuous learning.
As an Administrative Assistant, you will be an integral part of a collaborative team focused on delivering seamless services and programs to our clients and patients. In this role, you will provide comprehensive, executive level administrative support to advance the activities of the VP, Clinical Services & Chief Nursing Officer. If you are looking for a company that is constantly moving forward in pursuit of successful outcomes, get ready to love it here!

What you'll be doing

• Collaborate with executive team and coordinate complex calendar to ensure the proper flow of meetings and activities, book meeting rooms, take minutes and ensure agendas and materials are developed and distributed in a timely manner.
• Support the requisition process and position management for nursing across multiple programs.
• Coordinate the timely communication of requests, issues, complaints, problems and other action items.
• Provide administrative support to special projects and presentations by assisting in research activities, compiling data and organizing reports.
• Coordinate administrative and logistical details associated with the day-to-day operations and projects.
• Organize, prioritize and summarize the content of incoming materials, emails, special requests and meetings and determine appropriate referrals and inform others if warranted.
• Maintain attendance records for support staff and ensure timely completion of expense accounts.
• Assist with monthly and quarterly reports and the development and design of forms, documentation and other materials such as pamphlets, brochures, flyers, posters, schedules, calendars, guidelines and informational materials and/or the intranet.
• Complete and update program schedules, group lists, staff lists, Fanout lists.
• Arrange conference and education registrations, business travel, accommodations and catering requests.
• Process purchase requisitions, maintain and order supplies and ensure receipt of goods and services for office supplies.
• Support investigations and legislative clinical requirements of nursing registration records and investigations and complaints from professional Colleges and Associations, in compliance with the Health Professions Act of Ontario.
• Support position management, schedule creation, payroll standardization and coding accuracy through use of the human resource position management tools. Support process improvement in these activities and provide coaching and training to individuals requiring support.

What we're looking for

• 5 years’ experience as an Administrative Assistant including at least 2 years in a senior capacity.
• 3 years’ experience scheduling and staffing with knowledge of and expertise in accurate position management and collective agreement provisions in a unionized environment.
• Bachelor’s Degree in Health Administration or Business Administration is strongly preferred.
• Office Administration Certificate is preferred, Health Information Management Professional is preferred.
• Certification with Canadian College of Health Records Administrators, or equivalent qualification preferred.
• Experience within a healthcare environment is a definite asset.
• Exceptional organizational and time management skills.
• Proven ability to anticipate business needs and priorities.
• Excellent judgment, problem resolution and decision-making skills.
• Excellent verbal and written communication skills and ability to clearly articulate information.
• Proven ability to work independently with minimal supervision.
• Strong attention to detail and able to multi-task, changing priorities quickly.
• Above average knowledge and skills related to privacy, confidentiality and security of business and personal health information.
• Ability to work well with all levels of management and staff, as well as outside stakeholders and to interact professionally with a diverse group of stakeholders including community partners, customers, clients, families and staff.
• Advanced proficiency with MS Word, Excel, PowerPoint, as well as Adobe Acrobat Writer, Visio, Report Writer, PASport, UKG, Ultipro and/or Caseworks.
• Working knowledge and ability to use and host various online meeting platforms such as Webex, Teams, and Zoom, conference centre calling procedures, conference software (gotomeeting) and use of audiovisual equipment.

As part of our commitment to the health and safety of our patients, staff and community from COVID-19, subject to any accommodation required by applicable human rights legislation, Homewood Health Centre requires that all staff have received all required doses of a COVID-19 vaccine approved by Health Canada.

Why work with us

Homewood Health is Canada’s largest and leading service provider for medically focused, evidence-based treatment of mental health and addiction disorders. Our organizational culture values service excellence, integrity, collaboration and innovation. Our people make a difference!

As an equal opportunity employer, Homewood Health is committed to employment accessibility, diversity, equity and inclusion. For this reason, we encourage applications from members of equity-seeking groups including women, racialized and indigenous communities, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
Join us at Homewood Health and be part of a diverse team helping Canadians live healthier, more productive and fulfilling lives.